Adding Headers and Footers to a PDF Document

Acrobat 6 provides a new feature that enables you to add header and footer information (such as document title, date, time, or page numbers) to the top and bottom margins in a PDF document. This feature is especially useful when editing PDF documents that weren’t created using PDFMaker 6.0, which has the ability to convert header and footer information from the original document. To add a header or footer to your PDF document, follow these steps:

1. Choose Document>Add Headers & Footers. The Add Headers & Footers dialog box opens, as shown in Figure.
2. Click the Header or Footer tab, depending on which element you want to add to your PDF document. The procedure is the same for either option.
3. Click in one of the three alignment boxes (on the left, center, or right at the top of the dialog box) to specify where the header/footer information is displayed in the PDF document. Note that these boxes correspond to the Align buttons and can be selected via these buttons as well.
4. Choose a font and font size in the appropriate drop-down list.
5. Choose a date style in the Style drop-down list in the Insert Date section of the dialog box and click the Insert button to insert the date in a header/footer.
6. Choose a page number style in the Style drop-down list in the Insert Page Number section of the dialog box and click the Insert button to insert page numbers in a header/footer.
7. Enter text in the Text box in the Insert Custom Text section of the dialog box and click the Insert button to insert your own text in a header/footer.
8. Select from the options in the Page Options area of the Add Headers & Footers dialog box as follows:

• Page Range: Select Apply to All Pages or Apply to Page Range in the drop-down list to specify on which pages the header/footer appears. If you select Apply to Page Range, specify the page range in the From and To text boxes below.
• Alternation: Choose either Even Pages Only or Odd Pages Only in the drop-down list to specify the display of the header/footer on even or odd pages or choose Do Not Alternate to bypass this feature.
• Margins: Specify white space around the header/footer either by clicking the spinner buttons or by entering values in the text boxes in the Margins area.

1. When you’re finished setting up a header/footer, click the Preview button to preview your header/footer and then click OK to return to the Add Headers & Footers dialog box.
2. Click OK to insert your new header or footer.

Headers and footers can be edited in a number of ways by selecting their Date, Page Number, or Custom Text elements in the alignment boxes in which they appear and then using the Remove and Insert buttons. For example, to change the position of a header/footer element, select the Date, Page Number, or Custom text element in the alignment box that it appears in, and then click the appropriate Align button to change its position. To delete a selected element, click the Remove button. After deleting an unwanted header/footer element, you can then create new ones by specifying Date, Page Number, or Custom Text parameters and using the Insert and Align buttons to position them in the header/footer.
You can Undo and Redo headers and footers created in a single session, meaning any you’ve created before clicking OK to close the Add Headers & Footers dialog box, by choosing Edit>Undo Headers/Footers or Edit>Redo Headers/Footers. If you created headers or footers at different times, you can repeat these commands to Undo or Redo headers/footers from previous Task sessions.

Renumbering the thumbnail pages

You can use Acrobat’s Page Numbering feature to renumber the pages in the Pages palette to match the page numbers shown on the pages of the document in the Document window. You need to do this, for example, when you’re dealing with a PDF document that contains front matter that uses a different numbering scheme (usually lowercase Roman numerals as in i, ii, iii, and so on) from the body of the text (usually numbered with Arabic numerals as in 1, 2, 3, and so on).
Because Acrobat automatically numbers pages in the Pages palette and in the Page Number area on the status bar of the Document pane in Arabic numerals, starting at page 1, the page numbers displayed in the Pages palette and on the status bar do not match those shown in the document pages themselves when they use different numbering styles. This can make it harder to find your place in the document when doing review and making touchup edits. For that reason, you should renumber the pages in the PDF document so that the page numbers in the document agree with those displayed in the Pages palette and on the status bar.
Keep in mind that renumbering the pages in the Pages palette has absolutely no effect on the page numbers shown on the pages in the Document pane, as these actually represent the page numbers added to header or footer of the document before it was converted to PDF. To renumber the pages of a PDF document, you need to manually edit them in Acrobat or open the source document with the original program, updating the page numbering, and then redistill the file.
To renumber the thumbnails in the Pages palette to match those shown on the pages of the PDF document, take these steps:

1. Select Number Pages on the Options menu at the top of the Pages palette. The Page Numbering dialog box opens, as shown in Figure.
2. Choose how you want to renumber the pages. To renumber all the pages in the document, click the All radio button. To renumber only the pages that you’ve selected in the Pages palette, leave the Selected radio button chosen. To renumber a specific range of pages, select the From radio button and then enter the first page number in the From text box and the last page number in the To text box. To change the numbering style for the specified range, leave the Begin New Section radio button selected. To continue numbering when a range of pages is specified, click the Extend Numbering Used in Preceding Section to Selected Pages radio button.
3. When you’re beginning a new numbering section, select the numbering style on the Style drop-down list, specify any prefix to be used in the number (for example, 2- when you want the numbers to appear as 2-1, 2-2, 2-3, and so on) in the Prefix text box, and enter the beginning number in the Start text box if the section numbering begins at a number higher than 1.
4. Click OK to renumber the pages as specified.

Inserting and deleting PDF pages

Instead of replacing pages, you may just find that you need to insert a new page or group of pages in the PDF document. When inserting new pages, you can choose between similar methods as when replacing pages. You can insert all the pages from an unopened PDF file using the Insert Pages command, or you can use the side-by-side, drag-and-drop method to insert one or more individual pages. The big difference between these two insertion methods is that in the dialog box method, you must insert all the pages from the incoming PDF file. In the drag-and-drop method, you can insert a single page or a limited group of pages.
Follow these steps to insert all the pages in a single PDF file:

1. Open the document in which you want to insert the new pages; make sure that all your changes are saved. If you’re not sure if the changes have been saved, choose File>Save.
2. Choose Insert Pages on the Options menu at the top of the Pages palette. The Select File to Insert dialog box opens.
3. Open the folder and select the file icon of the PDF document with the pages you want to insert, and then click the Select button. The Insert Pages dialog box opens.
4. In the Page area, click one of the following radio buttons:

• First: Inserts the pages at the beginning of the PDF document, either before or after the first page.

• Last: Inserts the pages at the end of the file, either before or after the last page.

• Page: Inserts the pages either before or after the page number designated in the associated text box. By default, Acrobat inserts the pages after the page you specify in the Page portion of the Insert Pages dialog box. To have the pages inserted in front instead, select Before on the Location drop-down list. Click the OK button to have Acrobat insert the pages from the selected file.

To use the drag-and-drop method for inserting one or more pages in a document, you use the same setup as described in the preceding section, “Replacing pages from other PDF files.” Place the two documents in Fit Width view side by side with both their Pages palettes displayed. Then select the thumbnail of the page or pages to be inserted and drag them to Pages palette of the document in which copies are to be placed. The only difference between this method and replacing pages with drag-anddrop is that you position the mouse pointer in between the thumbnails at the place where you want the newly inserted pages to appear (and never on a thumbnail’s page number). You can tell you’ve hit the right spot because an insertion bar (like the one shown in Figure) appears in the Pages palette to let you know where the copies of the incoming pages are about to be inserted. You also notice that a plus sign appears at the arrowhead pointer, indicating that copies of the pages will be inserted as soon as you release the mouse button.

To replace PDF pages by dragging and dropping them

Be aware that you can’t use the Undo command to undo a replacement that’s gone wrong. If you mess up, choose File>Revert to reopen the original PDF document with all of its pages intact (and send me a thank-you for reminding you to save the document in Step 1).
To replace pages by dragging and dropping them in place, follow these steps:

1. Open both PDF documents: the one with the pages to be replaced and the one with the replacement pages. In both documents, click the Fit Width button on the Zoom toolbar and click the Pages tab if the Pages palette is not displayed in the Navigation pane.
2. Choose Window>Tile>Vertically or press Ctrl+Shift+L (Ô+Shift+L on the Mac).
3. In the window with the page or pages to be replaced, scroll the Navigation pane so that the thumbnail of the first page to be replaced is visible.
4. In the window with the replacement page or pages, select the thumbnails of the replacement page or pages (starting with the first replacement page). Shift+click or drag a bounding box around the thumbnails to select a series of pages.
5. Drag the arrowhead mouse pointer from the Pages palette with the selected replacement thumbnail(s) to the Pages palette with the pages to be replaced.
6. Position the mouse pointer over the number at the bottom of the first thumbnail to be replaced and then release the mouse button.

You can tell when you’ve reached the right spot because the number and the page thumbnail become highlighted, along with any subsequent pages in the palette that are to be replaced. As soon as you release the mouse button, Acrobat makes whatever page replacements are necessary to bring in all the pages you selected before dragging. As with the first method, if you discover that you replaced the wrong pages, choose the File>Revert command to put the pages back where they were. Replacing and adding PDF pages through Acrobat can result in a not-soobvious problem involving files that have font subsets.
When you insert or replace pages containing those fonts, Acrobat automatically includes all the font subsets in the resulting file. If you do a lot of inserting and replacing, you can end up with a lot of redundant font subsets that can’t be removed from the file. Mild to severe bloat can happen, depending on how may subsets are involved.
To cure this problem, choose Advanced>PDF Optimizer. On the PDF Optimizer dialog box that appears, click the Fonts tab, use the Move buttons to unembed any redundant font subset, and then click OK to optimize your PDF file.

Replacing pages from other PDF files

Every now and then in editing a PDF document, you come across a situation where you need to replace just certain pages in the file. Keep in mind when you’re replacing an original page with an updated version that only the text and graphics on the original page are replaced by those on the updated page. All interactive elements associated with the original page remain and carry over to the updated page (this could potentially cause problems if the links carried over from the original page no longer match up with buttons or linked text in the updated version).
As with cropping pages, Acrobat offers you two different ways to replace a page or pages in a PDF document. In the first method, you open just the document, select the page or pages to be replaced, and then use the Replace Pages command to specify the PDF document (which doesn’t have to be open) and the page or pages in it to replace the selected pages. In the second method, you use a variation of drag-and-drop, where you drag a thumbnail of the replacement page from its Pages palette onto the page it’s replacing in its Pages palette (of course, to do this, you must have both documents open, tiled side by side, with both of their Pages palettes selected). Use the first method when you’re sure (without looking) which pages in what PDF document to use as the replacements for the currently selected pages. Use the second method when you want to have a visual check as you make the replacements in your PDF document. The steps for using the first method with the Replace Pages command are as follows:

1. Open the document that has the page or pages that need replacing in Acrobat 6; make sure that all changes are saved in the file. If you’re not sure if the changes have been saved, choose File➪Save.
2. Open the Pages palette in the Navigation pane and select the thumbnail( s) of the page or pages that need replacing (Shift+click to select multiple pages).
3. Select Replace Pages on the Options menu at the top of the Pages palette. The Select File with New Pages dialog box opens.
4. Open the folder and select the file icon of the PDF document that contains the replacement pages, and then click the Select button. The Replace Pages dialog box opens.
5. Check the page numbers that appear in the Replace Pages and To text boxes in the Original section of the dialog box to make sure that they represent the one(s) you mean to replace.
6. Enter the page number of the first page of the replacement range in the With Pages text box. Acrobat replaces the same number of pages from the replacement PDF as are designated in the Replace Pages range.
7. Click the OK button.

The Acrobat alert dialog box appears, asking you to confirm the replacements.
Click the Yes button to make the replacements.

How to use the PDF Crop tool?

To use the Crop tool to do the cropping, follow these steps:

1. Click the Actual Size button on the Viewing toolbar and, if necessary, the Single Page button on the status bar of the Document pane.
2. Click the Crop tool on the Advanced Editing toolbar.
3. Use the cross-hair mouse pointer to draw a bounding box that marks out the approximate cropping margins and then release the mouse button. Acrobat responds by placing sizing handles at the four corners of the bounding box.
4. If necessary, use the double-arrow mouse pointer on the edges or corners of the cropping bounding box to adjust the crop margins.
5. Double-click the arrowhead pointer somewhere within the bounding box. The Crop Pages dialog box (refer to Figure) opens.
6. If necessary, adjust the values in the Top, Left, Right, and Bottom text boxes in the Crop Margins section of the dialog box.
7. If you want to crop more than just the current page in the document, specify the page range in the Page Range section of the Crop Pages dialog box.
8. Click OK to crop the page(s) to the specified crop margins.

Cropping pages in PDF

On occasion, you may find that you need to crop one or more pages whose overall page dimensions conflict with the others in the PDF document. Acrobat offers two methods for doing this: You can crop pages in the Crop Pages dialog box, where you must specify the values of the crop margins, or with the Crop tool on the Editing toolbar, where you draw the crop marks right on the page.
To open the Crop Pages dialog box, select the Crop Pages command on the Pages palette Options pop-up menu or choose Document>Pages>Crop on the menu bar. When you do this, Acrobat displays the Crop Pages dialog box, as shown in Figure.
You can then select from the following options in the Crop Pages dialog box to resize the desired page or pages:

• Page Display: Specify different types of clipping paths for the cropping operation in this drop-down list: Crop Box (defines display and printing by the Crop tool), Bleed Box (defines, for professional printing, where a bleed area is included to allow for paper trimming or folding), Trim Box (defines the finished dimension of the page after cropping), or Art Box (defines page contents that include white space). Note that each page display option is defined by a different color box in the page preview of the Crop Pages dialog box. Selecting the Show All Boxes check box displays all defined display options in preview. Deselecting this check box displays each display option individually when selected in the Page Display drop-down list.
• Crop Margins: Specify how much to cut off the page from the top, left, right, and bottom margins by typing a number in the associated text boxes or by using the toggle buttons. Select the Remove White Margins check box to have Acrobat figure out the crop margins by removing all the white space around the text and graphics on the specified pages. Click the Set to Zero button to restore all margin values to zero. Click the Revert to Selection button to use the dimensions of the previously used cropping rectangle. Select a measuring unit (Inches is the default) in the Set Values drop-down list.
• Page Range: Determine which pages you want to crop. Select the All radio button to crop all pages, the Selection radio button to crop only the page(s) selected in the Pages palette or the Pages radio to crop the range you specify in the From and To text boxes. _ Crop: Limit what type of pages are cropped in the selected range by choosing Even and Odd Pages, Odd Pages Only, or Even Pages Only.